Feedback Overview Definition Objective l Types of Feedback

Feedback

Overview Definition / Objective l Types of Feedback l Feedback Process l Raters Errors l Avoiding Raters Errors l Requirements l Explanation of Forms Used l

Definition of Performance Feedback u Definition: Formal, private communication between the ratee and rater about the rater’s expectations & standards and the ratee’s responsibilities and performance

Objective of Performance Feedback l Objective: To direct/establish performance related communication – Face-to-face feedback – Learn strengths and weaknesses – Clarify confusion and set expectations by:

Objective of Performance Feedback l Requires supervisor to: – Discuss objectives, standards, behavior, and performance with the ratee – Provide a written progress report before and after an official evaluation is due

Types of Feedback Day-to-Day l Performance Feedback Session (PFS) - Scheduled - Documented l

Tue Jan 7 11: 55: 09 CDT PERSONAL DATA -PRIVACY ACT OF 1974 To: Feedback Process Performance Feedback Notice (PFN) ATTN: SUBJ: 20 MISSION SUPPORT MADDUX AFB GA SQ/MSMA 31622 2 LT J. DOE OFFICER TRAINING SCHOOL STUDENT WING 987 -65 -4321 RATER INITIAL/FOLLOW-UP PERFORMANCE FEEDBACK NOTIFICATION 1. RECORDS INDICATE YOU ARE THE SUPERVISOR/RATER FOR SSGT LAVINA J. UNION. IF THIS IS INCORRECT, PLEASE CONTACT YOUR ORDERLY ROOM. 2. IF YOU HAVEN'T ALREADY DONE SO, THIS IS A REMINDER TO DISCUSS DUTY PERFORMANCE AS SOON AS POSSIBLE WITH THE RATEE AND COMPLETE THE APPROPRIATE PERFORMANCE FEEDBACK WORKSHEET (PFW) AS PRESCRIBED IN AFI 36 -2403. A NOTICE HAS BEEN SENT TO THE RATEE INFORMING HER TO CONTACT YOU AND REQUEST A SESSION IF THIS FEEDBACK SESSION HAS NOT BEEN COMPLETED. 3. PERFORMANCE FEEDBACK IS PRIVATE BETWEEN YOU AND THE RATEE. ITS PURPOSE IS TO IMPROVE DUTY PERFORMANCE. AFTER THE SESSION IS FINISHED, GIVE THE ORIGINAL, COMPLETED PFW TO THE RATEE. THE PFW WILL NOT BE MAINTAINED AS AN OFFICIAL RECORD. THIS DOES NOT, HOWEVER, PREVENT YOU FROM KEEPING A COPY FOR PERSONAL REFERENCE. 4. ADDITIONAL INFORMATION CONCERNING WHEN FEEDBACK SESSIONS ARE REQUIRED AND INFORMATION TO HELP YOU PREPARE FOR AND CONDUCT AN EFFECTIVE PERFORMANCE FEEDBACK SESSION ARE IN AFI 36 -2403, CHAP 2 (FORMERLY AFR 39 -62, CHAP 3, OR AFP 39 -15) AND PAGE 2 OF THIS NOTICE IF YOU HAVE ANY QUESTIONS OR NEED FURTHER ASSISTANCE, PLEASE CONTACT THE EVALUATIONS OR CAREER ENHANCEMENT SECTION AT YOUR MPF. 5. THE FOLLOWING INFORMATION IS PROVIDED TO ASSIST YOU: DATE SUPERVISION BEGAN: DATE OF LAST EPR: PROJECTED EPR DATE: 1 JAN 31 DEC 98 31 DEC (current year) (previous year) (current year) 6. UPON COMPLETION OF INDORSEMENTS BY THE RATEE AND RATER, RETURN THIS RIP TO THE UNIT ORDERLY ROOM FOR INCLUSION IN THE RATEE'S PIF. 7. A PERFORMANCE FEEDBACK SESSION WAS CONDUCTED ON ______(DATE). ______________ (SIGNATURE OF RATEE) _____________ (SIGNATURE OF RATER)

Rater Errors l Rating performance as “outstanding” when it is not. l Middle range is where majority should be l Don’t want to hurt feelings l More lenient when facing ratee l Applying personal standards

Rater Errors l Halo Effect – Usually the strongest impression t t t Well-liked people get favorable ratings Disliked people get unfavorable ratings General impression of ratee as a person (not their performance)

Rater Errors l Limited Observation and Poor Recall l Stereotypes l Overlook improvement on past performance l l Invent examples when rating because they can’t remember specific information Judged on most recent experiences rather than performance during the entire period

How to Avoid Rater Errors: l Exhibit the right attitude; remember the goal is to develop the individual l Learn and practice good observations skills l Gather & report supporting evidence Discriminate between relevant and irrelevant information l Doing selective work sampling when direct observation is infrequent l

Requirements for Performance Feedback l Who Receives Feedback and When? – Initial Feedback: l Within 60 days of being assigned a rater Sets “ground rules” Col and below l All Enlisted l l

Requirements for Performance Feedback – Midterm l Midway between the time supervision began and the projected performance report l AB through SMSgt l 2 d Lt through Lt Col

Requirements for Performance Feedback – Follow-up Feedback Within 60 days of the close out of a performance report l AB through TSgt l 2 d Lt through Capt

Feedback Cycle Initial 60 days AB-CMSgt 2 Lt-Col Midterm mid-way AB-SMSgt 2 Lt-Lt. Col OPR/EPR projected close-out date Follow-up 60 days AB-TSgt 2 Lt-Capt

Requirements for Performance Feedback – Any time the ratee requests it l Within 30 days of request – If at least 60 days have passed from last session – Any time the rater determines a need l Good or bad feedback

Explanation of Forms AF Form 931, AB - TSgt Performance Feedback Worksheet l AF Form 932, MSgt - CMSgt Performance Feedback Worksheet l AF Form 724 A, Field Grade Officer (Maj - Col) Performance Feedback Worksheet l AF Form 724 B, Company Grade Officer (2 LT Capt) Performance Feedback Worksheet l

AF Form 931 and 932 PFWs l Six Sections – Section I: Personal Information l Name, Grade, Unit – Section II: Type of Feedback – Section III: Key Duties l Write ratee’s specific duties

AF Form 931 and 932 PFWs – Section IV: Performance Feedback l Each subheading lists behaviors to be evaluated by placing an “X” on the scale in a position that most accurately reflects performance – Your philosophy of where you place the “X” must be explained to the ratee

Section IV: Performance Factors l l l l E-1 thru E-6 Performance of Assigned l Duties Knowledge of Primary Duties l Compliance with Standards l Conduct / Behavior On / Off l Duty l Supervision / Leadership l Individual Training l Requirements Communication Skills l Additional Factors to Consider E-7 thru E-9 Duty Performance Job Knowledge Leadership Managerial Skills Judgment Professional Qualities Communication Skills Additional Factors

AF Form 931 and 932 PFWs – Section V: Comments: l Use to explain your feedback – Section VI: Strengths, Suggested Goals, and Additional Comments: l Continue comments from front, pinpoint strong characteristics, or outline goals to work on until the next feedback session

AF Form 724 A and AF Form 724 B l Seven Sections – Section I: Personal Information l Name, Grade, Unit – Section II: Type of Feedback – Section III: Key Duties, Tasks and Responsibilities l List specific duties

AF Form 724 A and AF Form 724 B – Section IV: Performance Feedback l l l Job Knowledge Leadership Skills Professional Qualities Organizational Skills Judgment and Decisions Communication Skills

AF Form 724 A and AF Form 724 B – Section V: Comments – Section VI: Strengths, Suggested Goals, Academic / Prof Education, PME, Next / Future Assignments – Section VII: Additional Comments

Summary Definition / Objective l Types of Feedback l Feedback Process l Raters Errors l Avoiding Raters Errors l Requirements l Explanation of Forms Used l

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